5.6 - Academic and Professional Progress

The College of Dentistry uses a progressive 3-tier system of reviewing and making decisions regarding the advancement of students: 1) the individual course director; 2) the Periodic Assessment Committee (PAC); and 3) the Dean of the College of Dentistry.

Periodic Assessment Committees: The function of the Periodic Assessment Committees (PACs) is to assess the academic progress and professionalism of each student in the context of published University of Oklahoma Health Campus progression policies, College of Dentistry academic progression policies, and documentation of completion of course requirements as specified in the syllabi as well as the student’s overall transcript. These assessments shall result in recommendations from the PAC to the Dean of the College of Dentistry pertaining to students’ advancement in the program, and may include:

1. Advance to the next semester in good standing
2. Advance to the next semester on academic probation
3. Repeat the year or a portion thereof, or
4. Dismissal from the College.

PACs may also suggest, but are not required to suggest, departmental and/or administrative counseling.

There is a PAC for each class of dental and dental hygiene students. The Dean for Academic Affairs shall serve as chair of all PACs. Each PAC shall meet at mid-term, as specified in the Academic Calendar, and on the Wednesday after finals week of each semester, with specific dates subject to adjustment at the discretion of the Dean for Academic Affairs. For each graduating class, a final PAC shall also meet on the Wednesday of the week before graduation and shall be responsible for certifying that graduates have completed all program requirements.

For each class, the PAC is composed of the department chairs and the course directors from all courses that have been offered in the particular semester in which students are being evaluated; the Dean for Clinical Affairs; and the Dean for Research and Innovation. For dental hygiene classes, the Dental Hygiene Program Director shall serve as a voting member of the PAC. The Dean for Student Affairs and the Director of Compliance are ex officio members of all PACs without vote.

The Dean for Academic Affairs will schedule meetings. A 50% quorum is required for decisions or actions to be official, and recommendations on students’ status are based on a 2/3 vote of those present. If a department chair or course director cannot attend the meeting, s/he is responsible for designating an alternate who must be approved by the chair of the PAC to attend in his or her place. The Office of the Dean for Academic Affairs shall provide administrative support to the PACs.

Midsemester PAC Evaluation Procedures

Students receive a midsemester progress designation of Satisfactory (S) or Unsatisfactory (U). A grade of S indicates performance at or above the minimum passing threshold for the course, while a grade of U indicates performance below the minimum passing threshold.

Didactic Courses: Students identified as making unsatisfactory progress in didactic courses will be managed as follows:

• One “U”: Required meeting with the Course Director and Academic Dean.
• Two or more “U” grades: Required meeting with the Course Director and Academic Dean, with referral to the Academic Success Center (ASC).

Referrals to the Dean for Student Affairs may be initiated as appropriate.

Clinical Education: Clinical progress is monitored continuously, with midsemester S/U designations applied. Students identified as making unsatisfactory clinical progress will be managed as follows:

• One “U”: Required meeting with the Course Director and GPD.
• Two or more “U” grades: Required meeting with the Course Director, GPD, Clinical Dean, and Academic Dean.

Referrals to the Academic Success Center (ASC) and/or Student Affairs may be initiated as appropriate.

PAC Review and Student Notification:  Students experiencing academic difficulty are reviewed regularly by the Progress and Academic Committee (PAC). The Academic Dean will provide written notification to the student and Dean for Student Affairs outlining:

• The committee’s determination of the student’s academic status and any required actions;
• The information considered by the committee in reaching its decision;
• The student’s right to present additional relevant information to the committee, if warranted; and
• The student’s right to inspect their educational records in accordance with the Family Educational Rights and Privacy Act (FERPA).

Intervention and Compliance: PAC deliberations may result in recommendations for counseling, academic intervention, orother support services. Students may be referred to the Academic Success Center (ASC) for assistance with areas such as test-taking strategies, time management, and stress management.

All recommendations and requirements will be provided to the student in writing and must be acknowledged by signature. Compliance with prescribed academic support and remediation plans is required as a condition of continued enrollment.

The College of Dentistry is charged with educating the dental student in a manner which allows that student to matriculate into the profession of dentistry. However, academic and clinical situations can arise which brings into question the ethics, integrity, or abilities of the student. 

The Professionalism Concerns Report is prepared when a student exhibits behavior not consistent with the OUHSC Student Professional Behavior in an Academic Program Policy. It is intended to assist the student in meeting professionalism expectations in academic, professional or administrative settings. Improvement in the area(s) below is needed in order to meet the standards of professionalism inherent in being a dentist or dental hygienist:

• Integrity & Honesty
• Patient-Centered Care & Patient Safety
• Respect
• Service & Working within the Team
• Responsibility 
• Responsiveness, Adaptability, & Self-Improvement

PCRs are filed with the Dean of Student Affairs and becomes part of the student file. 

Outcomes in these situations will be consistent with published university policy (see OUHSC Faculty Handbook, Appendix C - Student Professional Behavior in an Academic Setting.)

The Skills Development Report is prepared when a student exhibits performance concerns that do not meet pre-clinical and/or clinical expectations outlined in course syllabi. It is intended to assist the student in meeting expectations, progressing in pre-clinical and/or clinical settings, and includes a course of action plan. Improvement in the area(s) noted below is needed in order to meet the expected standards of progress towards being a dentist or dental hygienist.

Nature of Concern(s):   

• The student does not exhibit the skills expected at this stage in their education. 
• The student does not follow instructions.
• The student repeatedly did not demonstrate awareness of his/her own deficiencies and/or willingness to seek help.
• The student resisted adopting recommendations from faculty or others to improve learning or performance.
• The student did not correct their errors when they were brought to their attention.
• Other reasons at the discretion of pre-clinical and clinical course directors where a student does not meet expectations. 

This report goes to the Dean of Clinical Affairs and is discussed as part of student progress at the Periodic Assessment Committee meetings.